North Metropolitan Health Service
Area Policy 014
CORPORATE CREDIT CARD
POLICY
This Policy shall apply to all Corporate Credit Card transactions processed under the auspices of the North Metropolitan Health Service (NMHS). Only those officers authorised to commit funds for goods and services on behalf of the NMHS will be issued a Corporate Credit Card. These goods and services must be purchased for NMHS business only, within the limits specified and where stated, only for “allowable items of expenditure”. All expenditures must be in compliance with the NMHS Area Policy No. 004 - Financial Authorisations.
GUIDELINES
GENERAL INFORMATION 1.1 While the card will be issued in your name, the card is a “Corporate” Credit Card and all transactions made with it are the liability of the NMHS. The use of the card will in no way affect your personal credit rating. The card is issued to you on trust that it will be used only for official purposes and that you will take due care of it. Any misuse of the Card will result in strict punitive action. You will be required to sign an Agreement Form acknowledging the limitations imposed on the use of the card and your responsibilities for its care and proper use. As well as the restrictions included in the Agreement to be signed by you the following specific conditions will apply:
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1.2 1.3 1.4
the cardholder must have a delegation under NMHS Financial Authorisation Policy. Goods or services can only be purchased to the value of that financial delegation; the card is not to be used to draw cash; the card is not to be used to obtain fuel where the vehicle’s fuel card can be used; and the card must only be used for expenditure directly associated with the operations of the NMHS.
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1.5 1.6
It will be necessary for you, as the cardholder, to ensure that a full and proper description of the goods/services is recorded on the sales docket when issued. In the event of the card being lost or stolen, you will immediately advise - American Express on 1300 362 639 (follow the prompts) as well as the Financial Accountant, Financial Services, NMHS. For general and statement enquires please contact the corporate credit card provider.
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Version Date: May 2004
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Area Policy 014
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The card is to be returned to the Financial Accountant, Financial Services if you resign or are transferred to a new position unless, in the latter circumstances, it is agreed that the card is to be retained while in that new position (within the NMHS). In this event, some variations to the limits imposed on the use of the card may be necessary. PURCHASING OF GOODS IN PERSON The cardholder is to present the card at the time of purchase and ensure that the following information is placed on the receiving docket:
• • • •
2. 2.1
A brief description of the goods - eg - Stationery not ‘various’ or ‘goods’; Name of Supplier/Merchant is legibly quoted on the docket; The exact value of the transaction is clearly shown; Any cash register docket received is to be attached to the Credit Card Receiving Docket; and The cardholder signs the docket at the time of purchase.
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2.2
Cardholder’s are to forward their Credit Card Receipts (together with the Corporate Credit Card transaction statement) with verification of purchases made and identification of cost centre and expenditure account numbers and forward to the NMHS Accounts Payable Section, within five (5) working days of receipt of their statement. Where credit card receipts are unavailable due to goods being purchased via telephone/mail the cardholder must provide details of purchased goods on the Corporate Credit Card transactions statement with estimation of cost, if actual unknown.
3.
INCURRING EXPENSES The cardholder, is responsible for authorising the monthly statement relevant to their card. Any disputed charges are the responsibility of the cardholder to resolve.
4. 4.1
CANCELLATION OF CORPORATE CREDIT CARD As part of procedures associated with an officer leaving the NMHS, all Corporate Credit Card holders are required to return their credit cards to the Financial Accountant, Financial Services for cancellation purposes. Formal advice to cancel an issued NMHS Corporate Credit Card should be submitted to the Financial Accountant, Financial Services. The advice should be accompanied, by the card itself. The Financial Accountant, Financial Services will arrange to notify the corporate credit card provider of the cancellation and will amend the Corporate Credit Card Register.
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Corporate Credit Card Forms Refer attached: Refer attached: Application for Corporate Credit Card Corporate Credit Card Agreement
Authorised by: Sponsor: Original Issued: Last reviewed:
Area Chief Executive Area Director, Finance & Information Services May 2004
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Area Policy 014
NORTH METROPOLITAN HEALTH SERVICE
APPLICATION FOR CORPORATE CREDIT CARD
Employee Details - please print all information and complete all sections Cardholder (full name)____________________________________Signature: _______________________________ Position: _______________________________________________Contact phone number: ____________________ Department/Division:_____________________________________Years of Service:__________________________ Have you ever held an American Express Card before: YES/NO Card number (if applicable): ________________________________________________________________________ Home Address: __________________________________________________________________________________ ________________________________________________________________________________________________ A Credit Card is required because: (state briefly _______________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ Monthly limit (please tick)
$5,000 $10,000
Standard
Directors or authorised personnel only ____________________________
Cost Centre to be charged:___________________________ Cost Centre Title:
APPROVALS REQUIRED (please print all information and complete all sections) I the undersigned agree and approve this application for a Corporate Credit Card.
Name/Title of Division Head: _____________________________________________________________ Signature of Division Head_________________________________________ Date________________________________ AREA CHIEF EXECUTIVE:
YES/NO
DATE: _________________________________
PLEASE RETURN COMPLETED FORM TO:
Financial Accountant Financial Services 1st Floor A Block Sir Charles Gairdner Hospital North Metropolitan Health Service
FINANCIAL SERVICES USE ONLY
Application Processed by: _______________________________________________________________ Date ______________________________ Signed: _______________________________________
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NORTH METROPOLITAN HEALTH SERVICE
CORPORATE CREDIT CARD AGREEMENT
CORPORATE CREDIT CARD AGREEMENT AND ACKNOWLEDGMENT BY CARDHOLDER
I ___________________________________________________________________________________________ (Full Name) of _____________________________________________________________________________________________ (CSU/Division/Department) A Corporate Credit Card will be issued to you on the express conditions that you will, at all times take due care of the card and abide by the following terms and conditions for the use of the Corporate Credit Card which has been issued in your name. TERMS AND CONDITIONS: 1. 2. 3. Strict care over custody and use of the Credit Card will be taken at all times. The Credit Card will be used for official purposes ONLY. Any wilful misuse of the card will result in charges under Division 10 of the Financial Administration and Audit Act 1985 and under either the Public Sector Management Act 1994 or the Criminal Code Act Compilation 1913 or by action under all Acts. Loss or theft of the Credit Card will be reported immediately to the Credit Organisation and the Financial Accountant – Financial Services, North Metropolitan Health Service. The Credit Card can only be used to the authorised limit of the card per billing period
4. 5. 6. 7. 8.
$
Each transaction negotiated with the Credit Card will not exceed $1000 except for travel and accommodation. The range of goods and services which can be purchased are for North Metropolitan Health Services purposes only. The Credit Card cannot be used to: • • • withdraw cash; purchase fuel, where a vehicle fuel card can be used; to purchase assets (unless specifically authorised to do so); or purchase capital expenditure items;
9.
All other Policies, Instructions and Procedures applicable to the North Metropolitan Health Service officers will be adhered to at all times.
I acknowledge that I have read and understood the conditions set out above which govern the issue of a Corporate Card in my name and I am in receipt of a copy of the “Guidelines for Holders of a North Metropolitan Health Service Corporate Credit Card”. __________________________________________________________________________________________
Signature of Cardholder Date
FINANCIAL SERVICES USE ONLY Card Number: __________________________________ Actioned By : ________________________________________
Name
Card Issued Date: ______________________________ Card Valid to: __________________________________
Actioned By: _______________________________________________ Signature Date: ______________________________________________________
Version date: May 2004
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